Loaner Fleet Coordinator

Position Summary

The Loaner Vehicle Coordinator is responsible for the daily management and operation of the dealership's loaner vehicle fleet of 55+ vehicles. This role ensures an exceptional customer experience by coordinating loaner vehicle intake, check-out, and return processes for service customers while maintaining accurate fleet records and vehicle availability. The coordinator also works closely with the Sales and Service Departments to ensure fleet vehicles are retired and rotated according to manufacturer requirements and dealership standards.
Key Responsibilities

• Manage and oversee the daily operations of the dealership's loaner fleet consisting of 55+ vehicles.
• Coordinate loaner vehicle reservations, assignments, and availability for service customers.
• Handle customer intake and return processes for loaner vehicles, including documentation, inspections, and explaining vehicle usage policies.
• Ensure all loaner agreements, insurance verification, and customer information are completed accurately.
• Inspect vehicles before and after use for cleanliness, fuel levels, mileage, and damage.
• Maintain accurate fleet records including mileage, maintenance schedules, registration, and vehicle status.
• Coordinate routine maintenance, repairs, detailing, and cleaning of loaner vehicles to maintain fleet readiness.
• Work closely with the Service Department to prioritize customer transportation needs and ensure smooth scheduling.
• Collaborate with the Sales Department to monitor loaner fleet aging and ensure vehicles are retired from the fleet within manufacturer program requirements.
• Assist in preparing vehicles for retirement, sale, or replacement within the dealership inventory process.
• Monitor fleet utilization and provide reports or recommendations to management regarding fleet performance and replacement needs.
• Ensure compliance with dealership policies, manufacturer guidelines, and safety standards.
• Resolve customer concerns or issues related to loaner vehicles in a professional and timely manner.

Qualifications

• High school diploma or equivalent required.
• Previous automotive dealership, rental fleet, or customer service experience preferred.
• Strong organizational and multitasking abilities.
• Excellent customer service and communication skills.
• Ability to work effectively with Service, Sales, and Management teams.
• Basic computer proficiency and ability to learn dealership management software.
• Valid driver's license with a clean driving record required.
• Ability to work in a fast-paced environment while maintaining attention to detail.

Preferred Skills

• Experience managing vehicle inventory or fleet operations.
• Familiarity with manufacturer loaner fleet program requirements.
• Strong problem-solving and conflict-resolution skills.
• Ability to maintain professionalism and composure with customers and coworkers.

Physical Requirements

• Ability to stand and walk for extended periods.
• Ability to drive and park vehicles safely.
• Ability to work outdoors in varying weather conditions as needed.
• Ability to lift up to 25 pounds occasionally.

Compensation & Benefits

(Customize based on your dealership's offerings.)

• Competitive pay
• Health, dental, and vision insurance
• Paid time off
• 401(k)
• Employee vehicle purchase programs
• Career growth opportunities